Project managers can manually generate booking invoice specifications based on products booked on a form. This is done in Invoicing -> Booking invoicing and is only available on projects where Registration forms are enabled.
GENERATE BOOKING INVOICE SPECIFICATIONS
Access Invoicing -> Booking invoicing and select invoice type:
When selecting All, you can generate invoice specifications for all, some or one booking(s) fulfilling the above criterias.
When selecting Only invoices, you can generate invoice specifications for all, some or one booking(s) fulfilling the above criterias and with a positive balance.
When selecting Only credit notes, you can generate invoice specifications for all, some or one booking(s) fulfilling the above criterias and with a negative balance.
After making your selection, you will see a list of all bookings available for invoicing:
If you select All, you will see one invoice preview page per booking, you can generate the specification or skip to the next if you need to make amendmends:
If you select only one particular booking, you will see a preview of this and can generate the specification.
You must select at least one invoice address receiving the specification for it to be generated:
The email address can be defined in Project settings -> Communication & Language, and the Project manager's email address will always be available.
💡 Tip: Define pre-selected recipients (project manager, office email or project email) to receive booking invoice specifications when invoicing. Head to the Email tab in Office settings to do this 👇
ℹ Note that invoice specifications will be issued to the booker but are never sent directly to them.
AFTER INVOICE SPECIFICATIONS ARE CREATED
The booking balance is updated
The invoice specification is sent to the specified address(es) as a PDF attachment
The invoice specification is stored as a payment on the booking in Form -> Bookings - > View booking - > Financial details:
REQUIREMENTS
Requirements for creating a final invoice specification
Delay payments date in Form settings -> Payment cannot be in the future
the booking must have Invoice as a Form of payment
the booking balance cannot be zero
prices to be invoiced to the booker must be set to "Who is paying" -> Booker at the time of booking
Requirements for creating a deposit invoice specification
a deposit (either General deposit or Product deposit) must be activated on the form
payments must be delayed in Form settings -> Payment
"Delay payments until" cannot be in the future
the booking must have Invoice as a Form of payment
the booking balance cannot be zero
prices to be invoiced to the booker must be set to "paid by booker" when bookings are made
SCENARIOS
Scenarios when booking invoice specifications need to be created in Admin Web❔
Payment on the project is delayed until after all bookings have been made
A booking has been edited by a project manager in a way that changes the booking balance (typically added or removed a product or added a fee)
A project manager has manually added an additional payment to a booking (could be negative or positive)
A booking was created by a project manager who chose to not generate an invoice specification when booking.
If failed credit card refunds occur, they are listed in Booking invoicing so that it is easy to spot if a refund has failed.
